The Kronos application utilizes single sign-on. You will see a short-cut to Kronos on your desktop.
Dual Entry Sign in and out on paper sheets Fill out AU-15 Turn into Manager Manager turn into timekeeper Timekeepers enter into OnTime RFL – Put time off requests in RFL & Kronos Enter time into Kronos via your assigned method
Enter sign in and sign out time daily Several different methods Replacing Sign In / Sign Out Sheets; OnTime Time off Requests Replacing RFL Approve Time Cards Replacing AU-15; OnTime Check Accrual Balances Replacing RFL
Sign in and out of Kronos daily Enter time off requests Approve time card at the end of the pay period By 10 am on the Monday after payday
4 Methods to Signing In and Out Web Application Via a PC Most everyone in Pilot will be in this group InTouch Device Teletime Mobile Application
Web Application Done via a computer connected to the ODOT network The most common way for office employees or employees with an ODOT PC to sign in and out Kronos has single sign on and there will not be a log in page
Today we will show how you will interact with the system as an employee first. However please note managers have a different home page from employees.
Once you click out of the box where you typed in the time, the save button enables. Since the time was manually entered, you must click save for the timecard to be populated
If you manually type in your time, the system will time stamp the entry. Entered an in punch of 7:00AM for 5/2/12 Date / Time and User who entered the in punch
Everyone is defaulted to a 30 minute lunch deduction. If you take a 60 minute lunch let payroll know so they can move you to the appropriate lunch group. If you take longer than your standard lunch, sign in and out to override your lunch. You can cancel your lunch deduction and it will be sent to your manager for approval.
Kronos is programmed to automatically deduct lunch after 4 hours of work. Employees working more than 4 hours who do not take a lunch will need to cancel the lunch deduction. A notification will be sent to the manager so they know the employee cancelled their lunch.
The system is set to round each individual punch to the nearest 10 th of an hour 0 stays at 0 1, 2, or 3 rounds back 4 or 5 rounds forward 6 stays at 6
Example: In at 6:58 AM, will round to 7:00 AM Out at 3:29 PM, will round to 3:30 PM Total of 8 hours In at 7:05 AM, will round to 7:06 AM Out at 3:33 PM, will round to 3:30 PM Total of 7:54 hours Kronos will still show your actual in and out times but will calculate total hours based on rounding
If assigned a schedule within Kronos: Signing in 31 minutes or more early will show as an exception to your manager All time prior to scheduled time will go into an unapproved bucket which will not be paid until your manager approves the time Signing out 31 minutes or more later will show as an exception to your manager
Anyone who uses an InTouch device will be on a schedule. Each District or Division will determine whether other employees will be on a schedule.
Before an employee can be compensated for Overtime, the Overtime must be approved by the manager. Approved overtime will default to paid Employees can move the Overtime to Comp Time when they approve their timesheet.
Each employee must approve their timecard by 10:00 AM on the Monday after payday. Move overtime to comp time Once you approve your timecard you cannot make changes without having your manager remove the approval. After the employee approves their timecard, it will go to the Manager for final approval before being sent to Central Office Payroll.
Time off requests are submitted by the employee and sent to their manager for approval. In the Future: I want to take July 2 nd – 6 th off. - OR - For a day in the past: I took a personal day Monday
My Time Off Requests can be found in Related Items. Click on a related item to open a new tab
Clicking on a related item opens a new tab. To return to your time card, click My Information
Kronos is programmed to automatically deduct lunch after 4 hours of work. Employees working more than 4 hours who do not take a lunch will need to cancel the lunch deduction. This will then have to be approved by their manager.
Two types of Inbox Notifications: Tasks Example: Delegation that needs actions taken on Messages Example: Confirmation from delegator of acceptance or declined. Kronos system messages General messages will come to your ODOT e-mail in Outlook
To manage requests, click on one and then use the action buttons, e.g. Approve, Refuse, Retract, etc. You can also submit a request for time off for an employee by clicking on Request Time Off and filling out the form.
All columns in the table can be sorted. Modified By – Indicates the last person to touch the request. Example – When entered, it will show the employee’s name. When approved, it will show the manager’s name.
Clear exceptions daily. Approve all time off requests for the pay period. Chevrons will guide you through the steps. All employee timecards must be approved by noon on the Monday after payday (subject to change).
How to Delegate Work carousel Manage Delegations Select Manager Select Start and End Date Save Once you delegate to another manager and they accept, the application automatically provides you access to the task defined for the set period. A Switch Role link appears as a quick link so you do not have to log on as the manager who delegated you the tasks.
On the day the accepted delegation begins, the delegated user may switch between their role and the delegating manager. If the start day is today, then the manager must log off and log back in to see the “Switch Role” functionality.
FMLA Time Off Requests will be approved by the managers. Employees who have an approved FMLA will submit Time Off Requests using the appropriate Code; FMVAC, FMSCK, etc. It is important that the Manager works with the District FLMA Coordinator, to verify the usage of FMLA.
If you encounter issues during the Pilot, please report them to your manager. Your manager should contact the district payroll office.